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Alumni & Donor Relations Assistant (Part-Time/Temporary) - University Advancement

Job description

General Summary:

The Alumni & Donor Relations Assistant will assist in executing event logistics and marketing materials for Alumni & Donor Relations initiatives. The Assistant will work with the Executive Director of Alumni & Donor Relations and the Events & Stewardship Managers to determine strategy and priority. The Assistant will support event planning activities, as well as other office program assistance as needed.

Provide Strategic Support and Coordination for Signature Alumni & Donor Relations Events:

  1. Track signature events: Commencement Eve, Celebration of Philanthropy, Celebration of Scholarship Event, and others.
  2. Create nametags for events; coordinate event check-in.
  3. Create binders, mini profiles and other briefing needs.
  4. Assist event manager with requests for delivery of items, coordination of timelines and volunteers.
  5. Ensure coding is completed and all follow up communication lists are ready.

 Assist with Donor Stewardship initiatives:

  • Create endowment certificates and track process.
  • Track donor recognition gifts.
  • Enter thank you notes into Advance database on donor records.
  • Create alumni ID cards.
  •  Other event and office support:

  • Event tracking for specific alumni events.
  • Event preparation including, but not limited to, designing seating chart layout, creating nametags, prepping event boxes and shipping to relevant locations.
  • Create online photo galleries post-events.
  • Help to choose photos for the alumni magazine; provide captions.
  • Assist with office email and voicemail response.
  •  Minimum Qualifications (Required):

  • HS Diploma or GED/equivalent with Bachelor’s degree preferred
  • Excellent communication skills, including proof reading
  • Ability to coordinate multiple projects and work assignments from a variety of staff
  • Excellent interpersonal skills both in person and by phone, with high professionalism
  • Ability to meet frequent deadlines
  • Minimum of 1-3 years in an office setting
  •  Additional Considerations:

  • Demonstrated knowledge of general office practices, procedures and technologies, including word processing, spreadsheets and databases (Microsoft Office)
  • Strong communication and organizational skills, attention to detail, and follow-through and the ability to manage multiple tasks in order to effectively perform duties
  • Know or have the ability to learn new software
  • Willingness to work some evening and weekend hours to support University’s Programs and Events
  • Ability to exercise judgment and discretion in applying and interpreting departmental policies and procedures
  • Ability to respond to difficult situations diplomatically and represent the Division in a professional and appropriate fashion
  • Ability to relate effectively with departmental and university staff, with vendors, and with the general public
  • Proven ability to determine and accomplish short and long-term goals
  • Travel coordination experience
  • There will be some night and weekend work depending on the event season
  • Preferred Qualifications:

  • Alumnus/a of the university is preferred
  • Bachelor’s degree preferred
  • Special Instructions to Applicants:

    This is a part-time, non-benefited, non-unit position.

    Review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications are received.              

    Please submit a resume and cover letter.





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    Job No:
    Posted: 10/17/2017
    Application Due: 11/27/2017
    Work Type: